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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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San Mateo Medical Center
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DATE:
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September 15, 2008
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BOARD MEETING DATE:
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October 21, 2008
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Sang-ick Chang, M.D., Chief Executive Officer, San Mateo Medical Center
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SUBJECT:
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Agreement with InfoImage, Inc.
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RECOMMENDATION:
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Adopt a Resolution:
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1.
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Waiving the Request for Proposal (RFP) Process
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2.
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Authorizing the President of the Board to execute an Agreement with InfoImage, Inc. (InfoImage) to process, print and mail statements for Environmental Health, Behavioral Health and Recovery Services, and San Mateo Medical Center (SMMC), for the term of July 1, 2008 to June 30, 2009 for a maximum amount payable thereunder not to exceed $ 144,033
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3.
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Authorizing the Chief Executive Officer of SMMC or the CEO’s designee to execute contract Amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate) and/or modify the contract term and/or services so long as the modified term of services is/are within the current or revised fiscal provisions
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VISION ALIGNMENT:
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Commitment: Responsive, Effective and Collaborative Government
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Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.
The Agreement contributes to this commitment by providing uniform rates for laser printing, billing and mailing of invoices and programming services.
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Performance Measure:
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Measure
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FY2007-08
Actual
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FY2008-09
Projected
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Percent of statements mailed to patients within 48 hours of File Transfer Processing (FTP)
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99%
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98-100%
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BACKGROUND:
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San Mateo County has been contracting with InfoImage since 2006 to provide laser printing, billing and mailing of invoices, and programming services to SMMC, Environmental Health, and Behavioral Health and Recovery Services.
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DISCUSSION:
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SMMC, in collaboration with the San Mateo County Treasurer’s Office and SMMC’s Information Systems Department (ISD), executed a project that implemented an automatic processing of patient payments program. InfoImage has played a key role in this project. InfoImage’s contribution to this program has considerably reduced the labor it takes to manually enter payments into SMMC’s Siemens patient accounting system.
SMMC is requesting that the Board waive the RFP process and approve a new one-year agreement with InfoImage. A work group, consisting of representatives from the three departments, will establish the criteria needed to develop and publish an RFP within the next six months. They will look at the feasibility of bringing in a new vendor if one is identified as a result of the RFP. InfoImage plays a vital role in the continuity and success of the billing process for all three departments.
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Submission of this agreement was delayed due to prolonged negotiations for better rates and terms of service and approval by the three departments.
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County Counsel and Risk Management have reviewed and approved this Agreement.
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The contractor has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by the County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.
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FISCAL IMPACT:
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The previous Agreement was for 2 years, from July 1, 2006 to June 30, 2008, with a maximum yearly amount of $197,911.50, the maximum amount payable under this agreement was $395,823.The new Agreement is for a year, from July 1, 2008 to June 30, 2009. The maximum amount payable under this new Agreement is $144,033; a 27% decrease as compared to the previous agreement’s yearly amount of $197,911.50. Funds to pay for these services will be included in San Mateo Medical Center’s FY2008-09 Adopted Budget.
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